W099--Cheyenne VAMC LiveView Technologies (LVT) Mobile Camera System

SUBJECT*: 442 LiveView Technologies (LVT) Mobile Camera System (VA-26-00037137) 

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE*

80111

SOLICITATION NUMBER*

36C25926Q0632

RESPONSE DATE/TIME/ZONE

08-05-2026 16:00 pm EASTERN TIME, NEW YORK, USA

ARCHIVE

15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

N

SET-ASIDE

SDVOSBC

PRODUCT SERVICE CODE*

W099

NAICS CODE*

561621

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300

Greenwood Village CO  80111

POINT OF CONTACT*

Contract Support Specialist

Jennifer C Sanders (Contractor)

Jennifer.Sanders11@va.gov

Jessica Lottman (Contracting Officer)

jessica.lottman@va.gov

303-712-5754

DESCRIPTION

The purpose of Amendment 002 is to extend the due date of quotes to August 5, 2026 @  4:00 PM and post answers to received questions. Please also review Page 3 of the revised PWS , Section #  6.

Attachment 4: Questions & Answers: RFQ # 36C25926Q0632 – CCTV Mobile Camera Trailers Lease – Cheyenne VAMC

1. Could you please clarify the Government's intent regarding these requirements?

Government Response: The Government’s intent is to procure a mobile camera trailer solution that fully integrates with the VA’s existing Axon body cameras and Axon reporting software, and provides seamless access to analytics and Axon reporting tools, as specified in the Statement of Work.

We understand that certain Axon-exclusive subscription and software components—such as the Axon Fusus subscription required for importing external video into the Axon ecosystem and the Axon Outpost ALPR component—are available only directly from Axon and cannot be provided by third-party vendors.

Given these limitations, it is acceptable for offerors to propose solutions that are fully compatible and technically capable of integration with the Axon ecosystem, while clearly noting that the Government will be responsible for procuring any Axon-exclusive subscriptions or software licenses directly from Axon, as required. The contractor should ensure that their solution is otherwise ready for integration, and provide a list of any required Axon subscriptions or components to facilitate Government procurement and overall system interoperability.

2. Specifically:

Does the Cheyenne VA already possess the required Axon Fusus subscription and any other Axon software necessary to integrate third-party camera systems into its existing Axon environment?

Government Response: No, the Cheyenne VA does not currently possess the required Axon Fusus subscription or other Axon software necessary to integrate third-party camera systems into its existing Axon environment. Any subscriptions or software licenses needed for such integration must be obtained directly from Axon.

3. If not, is it the Government's intent to procure those Axon-exclusive subscriptions and software directly from Axon outside of this procurement?

Government Response: It is the Government’s intent to procure those directly from Axon outside of this procurement. Contractors are expected to ensure their systems are technically compatible for integration, but acquisition of Axon-specific subscriptions and software will be handled separately by the VA.

4. If that is the Government's intent, will an amendment be issued clarifying that offerors are to provide camera systems capable of integrating with the VA's Axon environment once those Axon-exclusive products and subscriptions are furnished by the Government or otherwise acquired separately?

Government Response: Yes, the Government’s intent to procure Axon-exclusive products and subscriptions separately, an amendment will be issued to clarify that offerors are required to provide camera systems that are technically capable of integrating with the VA’s Axon environment once those Axon-exclusive components are furnished by the Government. This amendment will specify that offerors do not need to supply the Axon subscriptions or software themselves, but must ensure their systems are fully compatible and ready for integration upon acquisition of the necessary Axon products by the VA.

Revised PWS:

Cheyenne VA Medical Center

Camera-Mobile Solar Trailers 

Performance Work Statement

I. Description of Services

Providing mobile camera trailers into VA hospital security aims to enhance surveillance and monitoring capabilities by providing continuous, real-time coverage of critical areas, thus improving incident management and response times. The visible presence of these trailers acts as a deterrent to criminal activities while ensuring the safety of patients, staff, and visitors through quick deployment and advanced security features. Additionally, this technology aids in regulatory compliance, optimizes resource use, and builds community confidence by demonstrating a commitment to a secure and safe environment, thereby supporting overall operational efficiency, stakeholder trust and safety.

II. Scope of Work

The purpose of this requirement is to purchase and integrate two mobile trailers into the security VA hospital security operations seeking to significantly enhance surveillance and monitoring capabilities by delivering continuous, real-time coverage of critical areas.  Period of Performance will be base year plus 4 option years. This integration is designed to improve incident management and expedite response times. The conspicuous presence of these trailers acts as a strong deterrent to criminal activities while ensuring the safety of patients, staff, and visitors through rapid deployment and cutting-edge security features. Moreover, this technology facilitates regulatory compliance, maximizes resource utilization, and fosters community confidence by underscoring a steadfast commitment to maintaining a secure and safe environment, thereby bolstering overall operational efficiency and garnering stakeholder trust.

III. Requirements

This requirement must provide the purchase of two mobile camera trailers, which are able to be used for surveillance, security, and monitoring in various extreme weather environments and associated services.

            1. 2 Mobile Camera Trailer Units:

a. The trailers will be fully assembled with mounted cameras.

b. Solar panels and battery systems for power.

c. built-in storage for data recording.

d. Pan-tilt-zoom (PTZ) cameras for comprehensive coverage.  

2. Surveillance Equipment:

a. High-definition cameras

b. Night vision capabilities

c. Motion detection sensors

d. License plate recognition (LPR) System. 

3. Software and monitoring services:

a. Remote access to live video feeds via web or mobile applications

b. Cloud storage for video footage

c. Real-rime alerts and notification

d. Analytics and Axon reporting tools.

4. Connectivity and Infrastructure:

a. Cellular or satellite communication modules for remote locations

b. Ethernet and Wi-Fi capable and integrate with current Axon body cameras and Axon reporting software.

IV. Timeline/Milestone - The projected timeline for integrating mobile camera trailers at VA hospitals will be completed within two months once awarded. In the first two weeks, we will define the project scope, objectives, assign roles, and develop an initial project plan, followed by conducting site assessments. By Week 4, we will finalize equipment specifications, place procurement orders, and prepare sites for installation. In Weeks 5 and 6, we will verify equipment delivery, install the trailers, and integrate them with existing security systems. Weeks 7 and 8 will be dedicated to comprehensive testing and validation, conducting training sessions for security personnel, and completing the operational handover. The project will conclude with the compilation of final reports and stakeholder acceptance, ensuring the mobile camera trailers are fully operational within this two-month timeframe.

VI. Acceptance Criteria – Project Charter and Stakeholder Analysis are documented and approved by all relevant stakeholders. Initial Project Plan, including timeline, budget, and resources, are reviewed and signed off by the project manager and security specialist.

1. Acceptance Criteria:

1. • • A comprehensive Site Assessment Report is completed, detailing the optimal locations for camera trailer deployment.
     • Recommended deployment locations are approved by the Chief of Police and Physical Security Specialist.
2. Equipment Procurement and Scheduling
   • • Procurement Plan is finalized, and all necessary equipment specifications are detailed.
     • Purchase orders are placed, and delivery schedules are confirmed, with a documented Inventory List upon receipt of equipment.
3. Delivery and Pre-Installation Preparation
   • • All ordered equipment is delivered, inspected, and verified as per the Inventory List.
     • Pre-installation site preparations are completed, including any necessary infrastructure adjustments, and are signed off by the Installation Team Lead.
4. Installation and Integration
   • • Mobile camera trailers are installed at designated locations, with physical installation verified against installation guidelines.
     • The trailers are successfully integrated with the existing security systems and network infrastructure, ensuring compatibility and functionality.
     • Integration and Configuration Documentation is completed and approved by the IT Manager.
5. Testing and Validation
   • • A comprehensive Testing Plan is executed, covering functionality, connectivity, video feed quality, and system reliability.
     • All identified issues during testing are resolved, and a Test Results Report confirming system performance is approved by the Project Manager and IT Manager.
     • System Validation Sign-off is completed, confirming that the camera trailers meet all technical requirements and operational standards.
6. Training and Operational Handover
   • • Training sessions are conducted for all relevant security personnel, with training materials provided.
     • Post-training assessments confirm that security personnel are proficient in the operation and maintenance of the new equipment.
     • A Support and Maintenance Plan is provided, outlining ongoing technical support protocols.
     • The Support and Maintenance Plan must specify that the contractor will provide initial acknowledgment and remote troubleshooting for camera system outages within 24 hours. If onsite service is required, a technician should be dispatched and arrive within 72 hours.
     • Full Operational Handover is completed, with sign-off from the Security Director confirming readiness for operational use.
7. Project Closeout
   • • Final Project Completion Report is submitted, detailing all phases of the project and overall outcomes.
     • Lessons Learned Document is created to capture key insights and improvements for future projects.
     • Final Acceptance Statement is obtained from key stakeholders, including the Project Manager, Security Director, and Compliance Officer, confirming that all project deliverables have been met to their satisfaction.

VII. Payment Terms - Defining payment terms is a crucial aspect of a Statement of Work (SOW) to ensure that all parties clearly understand how and when payments will be made. These payment terms ensure that the project is financially structured to support its successful completion, aligning payments with tangible progress and deliverables. Below are proposed payment terms for the project of integrating camera trailers into a VA hospital's existing security system:

• Payment Method: Payments will be made via electronic funds transfer (EFT) within 60 days of receiving an invoice.
• Invoice Submission: Invoices should be submitted once the acceptance phase of the project is completed and should include detailed descriptions of the completed tasks along with any supporting documentation.
• Payment Adjustments: Adjustments to payment terms may be made upon mutual agreement if there are significant changes in the project scope or timeline.